Student Clinical Data Specialist

Job Summary

The Student Clinical Data Specialist is responsible for maintaining and managing student clinical compliance data across the full clinical lifecycle — from initial onboarding through clinical placement completion. This role ensures that student immunization, certification, and compliance data are accurately entered, tracked, and reconciled between CastleBranch (historic records) and the institution's current compliance platform, in accordance with clinical site and institutional requirements. The position requires strong attention to detail, consistent follow-up, and professional communication with students, staff, and clinical partners.

Essential Duties and Responsibilities

The duties listed below are representative of the core responsibilities of this position but are not exhaustive.

Student Onboarding & Compliance

• Preparing informational materials for prospective students

• Providing students with clear, step-by-step directions on how and where to upload each type of compliance documentation through the institution’s current compliance platform
• Coordinate student onboarding processes for assigned clinical sites
• Manage and monitor student clinical compliance requirements across CastleBranch (historic records) and the institution's current compliance platform, including but not limited to:
  • Immunizations and health records
  • BLS certification
  • HIPAA and OSHA training
  • Background checks and drug screenings
• Track, verify, and document completion of all required onboarding materials
• Maintain accurate, organized digital records and compliance files.

Clinical Data Lifecycle Management

• Serve as the primary owner of student clinical data accuracy and integrity from initial onboarding through clinical rotation completion and program exit
• Maintain and update student clinical records as students progress through each phase of the clinical lifecycle, including placement changes, rotation extensions, re-certifications, and expirations
• Reconcile historic data maintained in CastleBranch with current records in the institution’s active compliance platform to ensure a single, accurate source of truth
• Ensure student clinical files remain audit-ready at every stage of the clinical lifecycle, not only at initial onboarding
• Partner with the Registrar, program directors, and clinical site contacts to ensure clinical data reflects real-time student status
• Generate periodic clinical data status reports for program leadership

Student Communication & Follow-Up

• Communicate clearly and professionally with students regarding missing, incomplete, or expiring requirements
• Provide instructions and guidance related to onboarding steps and deadlines
• Perform consistent follow-up to ensure timely completion of requirements

Administrative & Collaborative Support

• Assist with general administrative tasks related to student services as needed
• Collaborate with program leadership, student services staff, and clinical partners to resolve onboarding issues
• Respond to emails and inquiries in a timely and professional manner

Minimum Qualifications

• Associate's degree or higher (or equivalent professional experience)
• Strong attention to detail and organizational skills
• Ability to follow established processes, procedures, and checklists accurately
• Strong written communication skills
• Basic computer proficiency, including email, document uploads, and spreadsheets
• Ability to work independently in a remote or hybrid environment
• Reliable internet connection

Preferred Qualifications

• Experience in student onboarding, compliance tracking, or administrative support
• Familiarity with CastleBranch or similar compliance management platforms, and experience managing data across multiple systems (training provided)
• Experience in healthcare education or student services

Knowledge, Skills, and Abilities

• Excellent written and verbal communication
• Active listening and problem-solving skills
• Time management and task prioritization
• Ability to manage multiple deadlines simultaneously
• Professional judgment and discretion when handling confidential information

Physical Requirements

• Ability to sit for extended periods
• Ability to use a computer, keyboard, and standard office equipment